Records Management
and Organisational
Change
Presentation by Martin Bradley
Organisational Change
•Decentralisation
•Mergers
•Moving Offices
•New QA Procedures / Legislation
•Staffing Changes
The Issues
•
•
•
•
Moving Archives / Records
Staff Knowledge Management
New Procedures / Regulations / QA
Electronic Records & the future?
Moving Archives/Records
•Where to put them? – On / Off-site?
•How to ensure they arrive safely
•How to ensure they arrive in order
•Cost factors
•Risks?
•Space constraints – 20 square metres
Staff Knowledge Management
•Will change affect staff turnover?
•Can no longer depend on individual familiarity
•Must have Policies and Procedures in place
•Cannot be solved by software
New Procedures / Legislation
•QA Issues - ISO 9000 -Transparency
•Data Protection Act 2003 Change
•Freedom of Information Act extension
Electronic Records & the future…
•Electronic Records need to be captured into
the same system as hard copy files
•Electronic Records are not the exclusive
domain of the IT Department
•Extra care needs to be taken, Email, SMS,
Messenger all legally admissible as records
•Decisions need to be policy driven, not
hardware or software driven
How do you plan for change?
•Policy
•Procedures
•Training
•Implementation
•Certification
•Audit
How do you sell Records
Management?
•TCI vs TCF
•Vital Records & Business Continuity
•Administrative efficiency = cost saving
•Public Perception - ISO
Incidence of having written
document policy*
Sector
Total
%
Finance
IT
Professional
Services
Public
Sector
62
60
38
40
Yes
44
63
88
No
56
37
12
*Drury Research
Document Disposal when
legal retention period is
uncertain*
Store it indefinitely
53%
Ask advice on how documents
29%
should be stored
Store it for a year
1%
Dispose of it anyway
1%
Dispose of it when think its appropriate
1%
Other
Don’t know
14%
1%
*Drury Research
Records Management Statistics
• Offices worldwide used 43% more paper in 2002
than they did in 1999
• The average organisation makes 19 copies of
each document, loses 1 out of every 20
documents and office workers can each spend
400 hours per year looking for lost files.
• Between 1% & 5% of all documents are misfiled
• When e-mail is introduced into an office, the
percentage of printed documents increases by 40
per cent.
What is a Record?
• Information created, received and
maintained as evidence and information by
an organisation or person, in pursuance of
legal obligations or in the transaction of
business – ISO 15489
• Format and Medium not primary issue:
Identify what are Records and include them
in Records Management Policy
Records Management Policy
• Assigns responsibility
• Covers all records
• Identifies Records at creation and follows their
life-cycle
• Sets out Retention Periods
• Ensures Security and Business Continuity
• Enables legal destruction of listed records
Creating a Records Management
Policy
•
•
•
•
•
Survey and List all Records
Create File Series Taxonomy
Decide on Retention Periods
Assign Responsibility
Index and reference records – create
metadata
• Electronic Records mirror Hard Copy
• Accreditation and Audit
Choosing a Standard
•
•
•
•
•
ISO 15489 – Records Management Standard
BIP 0008 – Admissibility of E-Records
BSI PD 5000 – Admissibility of Emails
MOREQ/MOREQ II
ANSI/ARMA 5-2003 – Vital Records Protection
ISO 15489
•European Standard
•Flexible
•Best International Practice
•Certification available
Benefits
•
•
•
•
•
Legal compliance
Administrative efficiency
Public Perception - ISO Accreditation
Cost savings – manpower and storage
Business continuity through Vital Records
Further Reading
• Archives Ireland: www.archives.ie
• Society of American Archivists’ Moving Archives
www.archivists.org/periodicals/aa_v66/reviewengseth-aa66_2.asp
• NSAI: www.nsai.ie
• BSI: www.bsi-global.com
• ISO: www.iso.org
• ARMA: www.arma.org
Martin Bradley
Director
Lo-Call: 1850 786 748
Mob: 087 286 2274
www.archivesconsult.com
Info@archivesconsult.com